Custom User Emails

The custom User emails are targeted to the users who meet the criteria set in the Distribution List.

Create custom User emails when you want to notify learners about upcoming or overdue assignments for one or more courses:

  • Use the Non-recurring User email to send a one-time notification to learners whose due date for the selected courses falls within a specific time frame.
  • Use the Recurring User email to send regularly scheduled notifications to learners whose due date for the selected courses falls within a specific time frame.
  • Use the Training Reminder User email to continually send notifications to learners whose due date for the selected courses is in exactly the specific time frame.

The three types of custom User emails contain the following options.

All custom user emails include the following placeholders. Values for some placeholders are derived from the options selected in the Distribution List, such as "Next" or "Last." The values for data field placeholders are derived from the course and learner data, such as the course due date.

To insert placeholders and have them work properly, you must select them from the drop down list. If you type the square brackets ([ ]) and tilde (~), the email notification will not render properly, leaving users with missing information.

Default:

  • Learner Name: user name of the learner
  • Course Status: current status for the learner for each course included
  • Due/Assigned: the email body includes either the word "Due" or "Assigned," based on the option selected in the Distribution List
  • Next/Last: the email body includes either the word "Next" or "Last," based on the option selected in the Distribution List
  • TimeFrame: indicates the number of days, weeks, or months selected in the Distribution List
  • Courses Report: if you select this option, the email notification contains the following data for each course meeting the parameters specified in the Distribution list: course title, course due date, and course status.
  • URL: the login URL for the site

Optional:

  • Company Name: the name of your organization
  • Courses Report Title Only: lists the course title only
  • Courses Report Title/Due Date Only: lists the course title and due date only
  • userid: the userid of the learner

For more information about email contents and placeholders, see Editing the Contents.

All custom user emails include the same options in the Distribution List except for the following:

  • Recurring and Non-recurring user emails include the Within option for due, assigned, or completed dates.
  • Training Reminder user emails include the In option for due, assigned, or completed dates.

For more information about all available options in the Distribution List, see Editing the Distribution List.

For more information about the Within and In options, see Custom Emails About the Distribution List.

Start Date: You can edit the start date for all custom user emails. If you change the start date for the Non-recurring user email to a new date in the future, the email will send again.

Frequency:

  • Non-recurring: N/A
  • Recurring: Defaults to every day. Options include every [number] of Day(s), Week(s), or Month(s).
  • Training Reminder: Defaults to every day. You cannot edit the frequency.

For more information about email send times, see About Sending Emails.